Gateway reviews follow a standard process. The review team, however, will be flexible, ensuring each program or project is reviewed on its own merits and the advice provided is tailored to the program or project‘s needs.
The Gateway Unit provides guidance on the structure of each Gateway review. Approaches may vary slightly according to the context of the program or project, and review teams will consider whether additional or different topics need to be addressed and evidence to be sought.
Gateway reviews typically last between three to five days. The review team will conduct interviews of the nominated stakeholders, as per the agreed schedule.
If your project’s total cost (not annual) is greater than $10 million for ICT; or $100 million for non-ICT (e.g. infrastructure, capital works, services), it automatically qualifies for a Gateway review.
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Gateway reviews follow the standard process outlined below.
The initial meeting between the Senior Responsible Owner, senior members of the project team and the Gateway Unit is ideally held about 2 - 3 months before the review is to take place. It provides an opportunity to:
- Discuss the project and the benefits of a Gateway review.
- Establish the likely ‘readiness for review‘ of the project and plan the desired timing of the review.
- Determine the skills required of the review team.
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During the preparation phase the:
- Gateway Unit appoints a review team leader (RTL) and review team members (RTMs) with appropriate skills and experience. This is done in consultation with the project team. However, the final decision is made by the Finance Gateway Unit to ensure independence of the review.
- Gateway Unit arranges the planning meeting and review timings to suit all parties.
- Project team organises relevant project documentation and sends this to the review team with the assistance of the Gateway Unit. For more detail on the types of documents that the review team may wish to see during the review, refer to the individual Gateway review workbooks.
- Project team commences booking interviewees review.
- Project team books meeting room and facilities.
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The planning meeting generally takes two hours and is held 1 - 2 weeks before the review. This provides sufficient time for the review team to examine the additional documentation before the review and provides sufficient notice to stakeholders who will be interviewed. It is generally held at the project office site.
At the meeting:
- The review team and the SRO/project team meet for the first time, with a member of the Gateway Unit as the facilitator.
- The project team provides an overview of the project including key issues and stakeholders.
- This provides an opportunity for discussion.
- SRO/project team outline aspects that they would like the review team to particularly focus on during the review.
- Documents available to the review team are finalised.
- The list of interviewees is finalised.
- Logistical aspects of the review are finalised.
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During the review the review team:
- Develops a partnering arrangement with the SRO and the project team.
- Gathers facts and evidence via stakeholder interviews and documentation. Interviews can be held face-to-face or via the phone.
- Keeps the SRO up to date with emerging findings during regular meetings generally held at the end of each day.
- Draws conclusions and makes recommendations that will help the project to be successful.
- Prepares and presents the draft report including the red/amber/green (RAG) status for the overall project and each recommendation.
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Following the conclusion of the Review:
- The SRO has up to one week to comment on any factual inaccuracies or misunderstandings in the draft report. The RAG is non-negotiable.
- Once any agreed changes have been made, the final report is presented to the SRO, with a copy forwarded to the Gateway Unit for record keeping purposes.
- The review team will destroy all notes, documents and materials relating to the review.
- The Finance Gateway Unit will send feedback forms to the SRO and the review team. Once completed these should be returned to the Gateway Unit.
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